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Item 4BCity of Southlake, Texas M E M O R A N D U M September 25, 2007 To: Shana Yelverton, City Manager From: Gary Gregg, Manager Information Services Subject: Authorize the purchase and installation of a Motorola 600 Series 5.4GHz point to point data radio from Motorola, Inc., through the Houston- Galveston Area Council of Governments in the amount of $65,925 Action Requested: Authorize the purchase and installation of a Motorola 600 Series 5.4GHz point to point data radio from Motorola, Inc., through the Houston- Galveston Area Council of Governments (HGAC) in the amount of $65,925 Background Information: The planned demolition and reconstruction of the East DPS facility requires that the current Public Safety occupants of that building be relocated to an alternate facility. Staff has negotiated with the Carroll Independent School District to utilize a vacant wing of the Carroll Intermediate School (CIS) located at 1101 N. Carroll Avenue. As a part of this move, Public Safety personnel will require connectivity to the City phone and data network. Currently, the East DPS facility is connected to Town Hall via the city’s fiber optic cable system. It is not fiscally prudent to extend the cable to the CIS location for the anticipated eighteen months Public Safety personnel will be relocated. Additionally, Public Safety has mandatory requirements of security and encryption on their data network due to sensitive criminal justice information. The security and encryption requirements make any standard connections to the public internet problematic. In order to support the Public Safety telephone and data requirements efficiently and effectively, staff proposes an encrypted point to point wireless data network connecting the CIS site back to Town Hall. This solution will be used during the time that Public Safety personnel are at the CIS site and will be reused to provide redundant connections to the newly constructed East DPS facility to augment the existing fiber optic cable. Financial Considerations: This item was budgeted in the FY07/08 Crime Control and Prevention District budget. The alternative to this purchase will be to lease two T-1 circuits for data and phone connectivity at a cost of approximately $1,500 a month totaling about $27,000 for the interim period of the relocation. Citizen Input/ Board Review: Crime Control and Prevention District approved the initial budget for the interim move and relocation of the East DPS facility. Legal Review: None. This is a standard purchase from Houston Galveston Area Council of Government. The total amount of this purchase requires City Council approval. Alternatives: The Council may approve the purchase or deny it. If the Council chooses to deny approval, the alternative will be to lease data circuits for connectivity back to Town Hall. Supporting Documents: Motorola quote referencing HGAC Contract Number RA01-06 attached. Staff Recommendation: Authorize the purchase and installation of a Motorola 600 Series 5.4GHz point to point data radio from Motorola, Inc., through the Houston- Galveston Area Council of Governments in the amount of $65,925 Staff Contact: Gary Gregg, Manager, Information Services Pricing per HGAC Contract Number RA01-06 Item# Model Quantity Description Price 2 MOTOWI4 PTP 600 SEREIES RADIO 5.4GHz 1 BP5530BH-2 $35,991 Misc Equipment including the following: 2 MISC EQUIP $8,958 16 Transtector 2a 1 NEMA Box-24”x24” 2b 2 Equipment Mounting Plate 7 RU’s 2c 1 N-Tron Switch 2d 16 8-Conductor mod. plug 2e 2 2”X 20’- Galv. Mast Pipe 2f 2 2”X 3’- Galv. Mast Pipe 2g 2 Pipe Brackets 2h 10 Ground Lugs 2i 4 Mineralac Strap 2j 4 Wall Mount Brkt. 2k 100 ft #6 AWG Ground cable 2l2 10 ft 7/8” Galv. Unistrut 2m 3 Aluminum Network Plate 2n 500 ft Cat 5E Cable 2o 1 Isolation Transformer 2p 2 Ground Rod 2q 1 Lot Miscellaneous Hardware 2r 3 1 Project Management, Engineering, Fabrication, and Installation Services $20,002 HGAC FEE 4 $974 $65,925 Grand Total: Customer Supplied Items 2 2950G-Cisco Switch 1 Man Lift – Crane Quote based on the following assumptions 1- Customer to Provide City Permits and Clearness for Radio Installation at each site as needed. 2- Customer to Provide AC Power at the light-pole (120 Volt AC, 20 Amp CKT). 3- Customer to Provide 7 to 8 RU of rack space to install indoor electronics at City Hall, and Carroll School 4- No games are scheduled at the playground during the time of installation